Introduction - Records Express – The Blog of the … · Web viewMany social media platforms have the capability to send and receive private electronic messages, such as Twitter

DRAFTNARA Federal Electronic Records Modernization Initiative (FERMI)

Use Cases for Social Media

June 2019

Use Cases for Social MediaNational Archives and Records Administration

June 2019

Version History

Version Date Change Description Author of Change

1.1 06/25/2019 Posted on Records Express for public review

NARA

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Table of ContentsIntroduction 3

Potential ERM Solutions and Services 3

Purpose 4

Key Terms 5

Scope 6

Social Media Use Cases 8

ERM.050 - SOCIAL MEDIA CAPTURE 10

ERM.060 - SOCIAL MEDIA MAINTENANCE & USE 21

ERM.070 - SOCIAL MEDIA DISPOSAL 39

ERM.080 - SOCIAL MEDIA TRANSFER 46

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Introduction The Federal Electronic Records Modernization Initiative (FERMI) is part of the National Archives and Records Administration's (NARA) effort to develop a comprehensive government-wide strategy for procuring records management solutions and services. FERMI has two primary goals:

● To help agencies obtain Electronic Records Management (ERM) solutions and services that fit their needs through an improved procurement process; and

● To proactively address changing trends in ERM by setting policy for new solutions and services.

NARA created the Universal ERM Requirements to assist agencies in achieving these goals. These requirements identify high-level program and system needs for agencies to follow. NARA also partnered with the General Services Administration (GSA) to update GSA Schedule 36 . This resulted in updated procurement vehicles related to physical records management (SIN 51 504) and electronic records management (SIN 51 600). Additionally, NARA is coordinating with GSA’s Unified Shared Services Management (USSM) office as the Standards Lead for Records Management.

NARA’s Electronic Records Management Federal Integrated Business Framework (ERM-FIBF) documents will be published on USSM’s FIBF website.

Agencies can use the FERMI resources to comply with the policies and mandates set forth by NARA and the Office of Management and Budget (OMB). These resources will help agencies gain greater consistency, reliability, and efficiency in managing their electronic records.

Potential ERM Solutions and ServicesFERMI is centered on improving agencies’ ability to procure and implement ERM solutions and services. The Universal ERM Requirements, the Functions, Activities, and Capabilities, and the use cases are all part of the ERM Federal Integrated Business Framework (ERM-FIBF). They are not intended to restrict vendors or agencies regarding the types of solutions and services they procure; however, FERMI resources serve as a starting point for agencies to adapt to fit their particular business needs.

There are several options agencies and vendors can use to implement ERM solutions and services. Potential options include, but are not limited to:

● Traditional Electronic Records Management Systems (ERMS) – In this model, each agency hosts their own separate, stand-alone ERM system or solution. The agency procures a solution or service that is dedicated to ERM. This approach may be ideal for small to medium-sized

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agencies with a straightforward mission. For example, Inspectors General or agencies with case management work.

● Hosted Electronic Records Management as a Service (ERMaaS) – In this model, a hosted ERMS solution is implemented as a service by an agency or a vendor. It can then be shared with components or other agencies. If hosted by an agency, the hosting agency would handle management of the tool and the costs of implementation would be shared by those agencies using the service.

● Embedded ERM – In this model, ERM functions are embedded in the existing business application that is a source of records. This option could provide higher-quality records and a much better user experience as users would not need to learn how to use a new system to manage records.

● ERMaaS Microservices – In this model, records management functions are implemented as a single set of shared microservices to which business applications will connect to execute ERM functions. This option provides the benefits of embedded ERM combined with the centralization of a hosted solution. This is currently the rarest solution.

Agencies should pursue the approach that works best for their circumstances. While NARA encourages automating records management processes to reduce the burden on end users, NARA does not advocate a specific approach for agencies with these Use Cases. The Use Cases in this document are intended to apply to any approach an agency may take.

PurposeNARA is developing Use Cases to provide example ERM workflows for agencies, shared services providers, and vendors. By mapping these core business capabilities in workflows, agencies have a tool to ask vendors how they meet the required capabilities. They can use the workflows as a comparison tool when asking different vendors and service providers to perform the same workflow to show how they accomplish the goal of managing electronic records. This can be especially helpful if the solutions and services were not designed specifically for a records management purpose.

Once vendors self-certify their solutions and services meet NARA’s Universal ERM Requirements, GSA can list them as available for procurement on Multiple Award Schedule (MAS) 36. The Use Cases form the foundation for a comprehensive Federal ERM procurement strategy by modeling the functionality agencies need performed by records management solutions and services.

The Use Cases for Social Media are based on the ERM Federal Integrated Business Framework (ERM-FIBF). The ERM-FIBF is a tool that identifies the key functions, activities, and capabilities necessary for agencies to manage their electronic records.

NARA developed the ERM-FIBF according to standards set out in USSM’s Federal Integrated Business Framework (FIBF). The FIBF serves as a model to help the Federal government better coordinate and document common business needs, improve processes and performance, and drive economies of scale. With the development of the ERM-FIBF, NARA hopes to ensure records management requirements conform to the FIBF and are addressed in all Federal Service Areas.

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This document demonstrates, through a variety of business scenarios, how the ERM-FIBF applies when managing social media. The business scenarios show the ideal flow of events. Due to agency-specific situations and processes, agencies will have to take steps not covered here to manage their social media, such as how to perform capture or address a new messaging platform. There may be additional starts and stops to the processes not shown here.

NARA published the Use Cases for Electronic Messages and will continue to build additional Use Cases. By building business scenarios documenting the key activities, inputs, outputs, and the intersections with other Federal Services Areas, NARA hopes to better describe to vendors and service providers the Federal requirements for managing electronic records.

Key TermsLIFECYCLE PHASE DEFINITIONCapture Refers to placing digital objects created in the course of agency business

under records management control for management, disposition, and access purposes. Records are not necessarily moved from the system they reside in when they are captured.

Maintenance & Use Refers to the management of records through their most active stage. This includes ensuring records are migrated and converted as systems change, so the records remain usable.

Disposal Refers to the destruction of records that have met their retention period and no longer have business value to the organization. Records that meet these conditions are destroyed in accordance with their records retention schedule using methods outlined in NIST Special Publication 800-88.

Transfer Refers to NARA taking legal custody of records that are identified as permanent and having historical value. These permanent records are kept by the creating agency for the period of time specified by their records retention schedule and then legally transferred to NARA.

ACTORS DEFINITIONAgency Personnel Refers to Federal employees, contractors, volunteers, and others that create,

receive, access, or use Federal records on behalf of the agency.Agency Records Management Staff

Refers to the designated Agency Records Officer and other records management staff involved with administering the records management program.

Business Process Owner

Refers to the authorized person(s) in charge of a business process that creates and maintains records.

Information System Owner

Refers to the person(s) responsible for the overall procurement, development, integration, modification, operation, maintenance, and retirement of an information system.

NARA Accessioning Archivists

Refers to the accessioning archivists who work with agencies to transfer permanent electronic records to NARA.

NARA Appraisal Archivists

Refers to the appraisal archivists in the Office of the Chief Records Officer who work with agencies on scheduling and appraising records.

ADDITIONAL TERMS

DEFINITION

Agency Records Management System

Refers to the systems or services the agency has designated to manage its electronic records.

Assumptions Refers to a condition that exists or a condition that has been executed prior

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to the start of the Use Case.

Group of records Refers to a collection of like records that are scheduled and maintained together. For example, a case file or records relating to a specific project that can all be analyzed and assigned a disposition together. Often known as records series. Not to be confused with NARA's designation of Records Groups for each agency.

Input Refers to an item needed to execute an event that is part of a business scenario.

Metadata Refers to the identifiers that describe the context, content, and structure of the records. Examples include author, document type, date, record category, file size, etc.

Output Refers to the result of an event being executed as part of a business scenario. An output is needed to proceed to the next event in the business scenario.

Process Refers to a series of events or steps taken in order to execute a business scenario.

Reporting Refers to the generating of reports to allow for further analysis and to demonstrate effective controls and compliance. Reports may include search results, records eligible for disposition, audit logs, and other customized or ad hoc reports.

Social media platform Refers to the social media tools used internally and externally to share information, support business processes, and connect people to government. These platforms document various activities integrating web technology, social interaction, and user-generated content.

Third-party solution Refers to a service external to the social media platform used to manage or capture social media records.

RECORD TYPE DEFINITION

Social Media Refers to content generated through a social media application that meets the definition of Federal records. Examples of social media applications include Facebook, Twitter, YouTube, Instagram, Flickr, GitHub, Google+, and LinkedIn, among others.

VISUAL WORKFLOW KEYRectangle Process or activity

Diamond Decision point, usually indicated by yes/no text

Arrows Flow of activity

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Oval Start or end of a process

ScopeERM-FIBF Components

The Use Cases for Social Media are based on the ERM-FIBF. The components of the ERM-FIBF are Functions, Activities, Capabilities, and Business Scenarios. The four Functions are based on the lifecycle of electronic records management: Capture, Maintenance and Use, Disposal, and Transfer. Within each of the Functions, we identified the Activities that occur in that Function. For each Activity, we identified the Capabilities needed to accomplish that Activity. For each Capability, we identified the Inputs, Outputs, and Processes needed to accomplish that capability. For each Process, we identified events needed to accomplish that Process. The Capabilities can be manually executed or automated, and are solution agnostic. Business Scenarios

Business Scenarios identify the events that occur when executing a Process. Each Business Scenario reflects the scope and complexity of the Process across the Federal Government. Business Scenarios are categorized as follows:

● Level 1 (L1): Affects most Federal agencies and/or impacts a large transaction volume or dollar value within the Federal government

● Level 2 (L2): Affects multiple Federal agencies and requires some specialized processing from the service consumer or auditor perspective

● Level 3 (L3): Affects a few Federal agencies and requires unique processing, but is mandated by legislation

Use Cases

This document outlines four Use Cases based on the records management lifecycle: Capture, Maintenance and Use, Disposal, and Transfer. The Use Cases identify the business events, inputs, and outputs required to accomplish records management processes. They are based on the business scenarios and grouped together to create stories that illustrate how business capabilities are executed.

The Use Cases are written from the perspective of a Federal agency and show how social media records move through the lifecycle. The Business Actors are the individuals involved in each Business Scenario that make up the Use Cases. The Assumptions are the conditions that exist or conditions that have been executed prior to the start of the Use Cases. An Event is a building block that forms a Business Scenario; the Input(s) is the item or group of items needed to execute an Event; the Output(s) is the result of the Event being executed and is something that is needed to proceed to the next Event in the Business Scenario.

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Each Use Case is assigned an identifier that tells information about the use case. The Use Case identifier includes information about the key underlying components. The notation for a business use case identifier is shown in Figure 1:

Figure 1: Use Case Identifier Notation

Below is the list of use cases and associated business scenarios for managing social media.

ERM.050 - Social Media Capture ● ERM.050.L1.01. Determine whether the social media content meets the criteria for a record

● ERM.050.L1.02. Determine if the social media record can be placed under records management control

● ERM.050.L1.03. Verify the social media record possesses the characteristics of a record: reliability, authenticity, integrity, and usability

● ERM.050.L1.04. Analyze social media records to determine retention period based on business value

● ERM.050.L1.05. Obtain NARA approval of retention period for social media records

● ERM.050.L1.06. Determine which records schedule applies to the social media records

● ERM.050.L2.01. Capture permanent social media records from platform

● ERM.050.L3.01. Capture electronic messages sent or received from personal social media accounts within 20 days

ERM.060 - Social Media Maintenance & Use● ERM.060.L1.01. Determine appropriate access level for an social media record

● ERM.060.L1.02. Manage the metadata of a social media record throughout the lifecycle

● ERM.060.L1.03. Ensure audit trail of a social media record is available to see what changes have been made to the content, metadata, or access level of a record and by whom

● ERM.060.L1.04. Place hold on social media records

● ERM.060.L1.05. Lift hold on records identified by scope determination

● ERM.060.L1.06. Identify social media records and respond to satisfy an information request

● ERM.060.L1.07. Export social media records from legacy system for migration

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Scenario Number

Scenario Level

Service Area

Enabling Function

ID

ERM.050.L1.01


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● ERM.060.L2.01. Convert social media records into acceptable formats to protect from technological obsolescence

ERM.070 - Social Media Disposal● ERM.070.L1.01. Notify business owners of social media records eligible for disposal

● ERM.070.L1.02. Dispose of approved social media records

● ERM.070.L2.01. Extend the retention period of temporary social media records approved for disposal to accommodate an order, law, or business justification

ERM.080 - Social Media Transfer● ERM.080.L1.01. Approve transfer of permanent social media records to NARA

● ERM.080.L1.02. Prepare social media records for transfer to NARA

● ERM.080.L1.03. Transfer legal custody of social media records from agency to NARA

● ERM.080.L2.01. Extend the time frame for which an agency retains legal custody of permanent social media records to accommodate an order, law, or business justification

Within the larger FIBF content, the Records Management Service Area is a bit different. Records management requirements should be embedded within all the other end-to-end processes that create records in other Service Areas. For example, capturing records in the payroll process and ensuring proper disposition according to NARA’s General Records schedule. NARA will continue to work with USSM to ensure the enabling functions ERM-FIBF as an enabling service area is incorporated into all other relevant service areas.

Each section also includes visual workflows which display how the flow of events can occur in each business scenario. As previously stated, these workflows show the ideal business scenarios. Agencies may have starts and stops in the process that need to be addressed and are not shown in the visual workflow. The events that comprise each business scenario do not necessarily flow in sequential order.

Additionally, the workflows will be influenced by the solutions and services model selected and deployed by the agency. Whether the agency uses a traditional ERMS, embedded records management, or ERMaaS microservices, the workflows will need to be altered to fit different approaches.

Considerations for Social Media RecordsThe Use Cases and workflows are written from a high-level perspective and are intended to cover all types of social media. The base level requirements for all social media are the same: records must be brought under records management control and managed. However, agencies will have to take different approaches to management based on the social media platform, how it is used at the agency, and how the records are scheduled. The steps through the lifecycle can be done automatically, semi-automatically or manually. While NARA would like to see agencies move toward full automation, agencies may not be in the position to do this due to limited resources or other constraints.

Agency Social Media Working Group

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Ideally, agencies will have a social media working group in place with representatives from records management, social media, public affairs, general counsel, information technology, privacy and information security, and other relevant stakeholder areas. This working group can address a number of the below considerations when managing social media records. They can ensure records management has a complete inventory of the social media platforms in use and how they are being used. When making this list, agencies should consider whether any personal accounts, such as the Twitter account of a senior official, are being used for official agency business. They can determine what constitutes a complete social media record, including content posted, sent, or received with its associated metadata. They can help draft the agency’s social media policy which would address issues with security and privacy, how to handle agency-deleted content so that it can be produced if needed, how to handle user-deleted content to comply with Terms of Services agreements, and other issues.

Agency Purpose and Use of Social Media Platforms

It is important for agencies to consider the purpose and use of social media platforms. They are using the platforms to communicate to the public on the mission of the agency. Their social media presence shows how they interact with the public and the information they share. It is best practice for content created in social media platforms to remain there for the life of the platform or service. There is an expectation that content will be available for the foreseeable future. Agencies should clearly communicate, through policies and on platforms, that original content will reside in social media platform and remain available for its life. With this understanding, agencies can move forward with capturing social media records as needed based on their approved records schedules and risks assessment. Permanent and long-term temporary social media records should be captured and managed outside of the social media platform. Short-term temporary social media records may be managed in the platform.

Types of Social Media Records

There are many different types of social media platforms in use in the Federal Government as shown in GSA’s US Digital Registry. Each agency will have its own social media policy to govern how accounts will be used, how inappropriate content will be handled, and how records should be captured and managed. The following are examples of social media platforms currently in use at agencies and the types of content with associated metadata generated by each platform:

Social Media Type Example Platform(s) Types of Content to be Managed

Blogs WordPress PostsCommentsAssociated metadata

Social networks Facebook Google+LinkedInYammer

PostsCommentsDirect/private messagesAssociated metadata

Collaboration platforms GitHub CodeIssuesPull requests

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Projects InsightsCommitsBranchesReleasesContributors

Microblogging TwitterTumblr

Tweets RetweetsFavoritesDirect MessagesFollowersAssociated metadata

Video Sharing TwitterYouTube VimeoSnapchat

VideosCommentsLikes/dislikesAssociated metadata

Photo Sharing InstagramFlickrSnapchat

Posts CommentsDirect messagesAssociated metadata

Records Determination and Scheduling

As stated in NARA Bulletin 2014-02: Guidance on managing social media records , content created on social media platforms in the course of agency business are likely Federal records. The Bulletin includes four questions agencies can ask to determine the record status of social media content:

● does it contain evidence of an agency's policies, business, or mission?● is the information only available on the social media site?● does the agency use the tool to convey official agency information?● is there a business need for the information?

In short, if the tools are used in the course of agency business, they create records.

From there, agencies can move forward with the appraisal and scheduling process. It is likely the case that not all social media records must be kept forever, but it is also likely that social media platforms do contain permanent records that agencies should capture and manage separate from the platform. Agencies will work with NARA to ensure all social media records are covered by a NARA-approved schedule.

Note: unscheduled social media content should be treated as permanent.

Agencies may consider scheduling their social media records at the account level rather than by individual posts. For example, the Twitter account of a senior agency official that is used for official purposes could be captured and managed as an account, or an agency’s entire Facebook page. This

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means, they wouldn’t have to do post by post records determinations, but they could treat the account as a whole and schedule it accordingly.

Capture and Management Approaches

Agencies will have to schedule, capture, and manage records based on the type of social media platforms and agency use and policies. This is important to remember when using the Use Cases to demonstrate how vendors and service providers meet NARA requirements. For example, the steps for capture and management of Twitter posts may be different than the approach for blogs. Agencies will need to consider how the social media platforms functions and how they use the platform.

Agencies will need to frequently revisit their approaches to managing social media records to ensure they are appropriately assessing risk and taking a proactive approach to meeting their requirements for compliance. The New South Wales State Archives has an excellent guide agencies could use to assess risk and determine the right management approach. Social media platforms will also have to monitor Terms of Services for each platform to see how changes impact their recordkeeping approach and to ensure policies and procedures align with the platform. NARA’s statutes and regulations to preserve records may be in conflict with the Terms of Service agreements for platform providers. Agencies must consider this when determining if they can continue to use a platform.

Legacy Content

If agencies are new to capturing and managing social media content, they will need to determine how to handle legacy content residing on the social media platform. The use cases and workflows below address the day-forward management of social media records. Agencies will have to determine how to capture legacy data based on their approved records schedule. Agencies will also have to determine the intervals social media records will be captured. As the complete social media record can change over time, agencies must consider the frequency of capture and strive for as close to real-time capture as possible. Agencies need to clearly state what real-time means for them in their requirements and/or terms and conditions for their services and solutions. A third-party system would automate this capture over time. For example, capturing the number of reply tweets or retweets.

Messaging in Social Media Platforms

When determining what to capture, agencies must evaluate how to capture and manage electronic messages sent through social media platforms (see Use Cases for Electronic Messages and NARA Bulletin 2015-02: Guidance on managing social media records). Many social media platforms have the capability to send and receive private electronic messages, such as Twitter Direct Messages or Facebook Messenger. Agencies also need to address how they will handle employee use of social media platforms to send or receive messages in personal accounts in the course of their work. According to the Federal Records Act, messages must be forwarded or copied to official accounts within 20 days. Agencies should have policies to address the requirement to copy or forward to official accounts social media messages sent or received from personal accounts.

Metadata and File Formats

Once agencies have determined content to capture, agencies will have to consider the file formats the social media records should be in and all necessary metadata. Agencies should evaluate if services and

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solutions manage social media records in their native formats. The social media working group should determine the standard metadata to capture for all social media record types. For metadata guidance for permanent electronic records, see NARA Bulletin 2015-04: Metadata Guidance for the Transfer of Permanent Electronic Records.

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Use Cases for Social Media and Workflows

ERM.050 – Use Case for Social Media CaptureEnabling Function: Records CaptureNote: The ERM functions affect every other Federal service area in that all agency mission support activities create electronic records. The Enabling Functions provides support to other service areas and should be combined into their use cases to reflect how records are captured and managed. Business Scenario(s) Covered

● ERM.050.L1.01. Determine whether the social media content meets the criteria for a record

● ERM.050.L1.02. Determine if the social media records can be placed under records management control

● ERM.050.L1.03. Verify the social media record possesses the characteristics of a record: reliability, authenticity, integrity, usability

● ERM.050.L1.04. Analyze social media records to determine retention period based on business value

● ERM.050.L1.05. Obtain NARA approval of retention period for social media records

● ERM.050.L1.06. Determine which records schedule applies to the social media record

● ERM.050.L2.01. Capture permanent social media records from platform

● ERM.050.L3.01. Capture electronic messages sent or received from personal social media accounts within 20 daysBusiness Actor(s)Agency Personnel, Agency Records Management Staff, Business Process Owner, Information Systems OwnerSynopsisWhen agency personnel create, post, or receive social media content, the records management lifecycle begins and agencies must determine how social media content will be managed. Social media content created in the course of agency business are assumed to be records. NARA Bulletin 2014-02: Guidance on managing social media records includes four questions agencies can ask to determine the record status of social media content: does it contain evidence of an agency's policies, business, or mission; is the information only available on the social media site; does the agency use the tool to convey official agency information; and is there a business need for the information. If the answers to any of the above questions are yes, then the content is likely to be a Federal record. The process for managing social media includes determining the subject, matching the content to existing business functions, ensuring the format is acceptable, and ensuring the metadata is adequate and accurate. The agency is

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responsible for verifying social media records can be managed in a way to ensure they are reliable, authentic, usable, and have integrity.

The next process analyzes a group of records, such as a social media account, to determine the retention period. This consists of identifying the business function of the group of records, determining the business value of the group of records, and identifying retention periods of similar records. Agencies should determine if an existing agency-specific or NARA General Records Schedule (GRS) applies to the records. If not, agencies should then submit a description for the group of records and a proposed retention period to NARA for approval. Once agencies receive approval from NARA to use the retention period for the group of records, they can assign that retention period to records. Agencies could use an account-level approach to manage certain types of social media content, such as the Twitter account of a senior official, and schedule accordingly.

Finally, the agency will assign the social media to the appropriate records schedule. This process consists of determining the correct group of records to assign to social media records and ensuring the assigned group of records is tied to a records schedule. If there is not a records schedule, social media records must be treated as permanent.

According to the Federal Records Act, agencies are required to manage records created or received in non-official and personal electronic messaging accounts (44 USC § 2911). NARA interprets the law to include messages sent through social media platforms. If agency personnel send or receive messages on social media platforms from personal accounts in the course of their work, the messages must be forwarded or copied to official accounts within 20 days. Agencies should have policies to address the requirement to copy or forward to official accounts social media that were sent or received from personal accounts. Assumptions and Dependencies

1. There are no predecessor events required to trigger the Initiating Event.2. These events can be automated, semi-automated, or be executed manually.3. All the inputs and outputs listed in each event have been created or are available for use to execute the events.4. There are systems or repositories designated to manage an agency’s social media. This may be an agency system or the originating social

media platform.5. The author or actor responsible for the social media content or activity is available to verify the social media if a manual approach is taken.6. If agencies use an account-level approach for social media, the social media account(s) could be scheduled at the account level. For example,

these may be accounts associated with senior officials or those important to documenting the work of the agency. Agencies may also decide that some social media accounts are best managed at the individual post level.

7. Agencies will maintain a list of official social media accounts and will analyze the use of the platform. Agencies will determine if any personal accounts are being used for official business, e.g. a Twitter account of a senior agency official.

8. This business process includes a scheduling approval process to account for both scheduled and unscheduled social media content. Unscheduled social media content will need to be scheduled.

9. Permanent and long-term temporary social media records will be captured and managed outside of the social media platform. Agencies will determine whether short-term temporary social media records can reside in a third-party social media platform based on their approved retention period.

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10. Agencies will have policies to address agency use of social media, including electronic messages sent using personal or official social media accounts.

11. Agencies personnel are aware of the metadata necessary for social media records to be complete.Initiating Event

Social media content created, posted or received.ERM.050 - SOCIAL MEDIA CAPTURE Typical Flow of Events

ERM Event Input(s) Output(s) / Outcome(s)ERM.050.L1.01. Determine whether the social media content meets the criteria for a record1 Determine the subject of the social media, including any links or attachments.

(ERM.050.020 – Records Validation)● Social media content

● Social media attachments

● Criteria for a record

● Subject of social media

2 Determine if the subject of the social media supports any of the business functions of the department or agency.(ERM.050.020 – Records Validation)


● List of business functions

● Subject of social media is determined

3 Ensure the social media metadata is complete.(ERM.050.020 – Records Validation)

● Social media

● Social media metadata

● Social media is complete

4 Verify the social media as a record.(ERM.050.020 – Records Validation)



● Complete social media record

● Social media verified as a record

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ERM.050 - SOCIAL MEDIA CAPTURE Typical Flow of Events

ERM Event Input(s) Output(s) / Outcome(s)ERM.050.L1.02. Determine if the social media records can be placed under records management control5 Determine if the format of the social media record matches the approved

formats in use at the agency.(ERM.010.020 – Records Validation)

● Social media record

● Agency approved formats

● Agency systems

● Social media record format matches the approved formats

6 Ensure the social media record metadata is complete. (ERM.010.020 – Records Validation)

● User computer/device

● Computer software

● Social media record metadata

● Agency systems

● Social media record metadata is complete

7 Verify social media record can be placed under records management control(ERM.010.020 – Records Validation)

● Social media record format is approved

● Social media record metadata is complete

● Agency systems

● Social media record can be placed under records management control

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ERM.050 - SOCIAL MEDIA CAPTURETypical Flow of Events

ERM Event Input(s) Output(s) / Outcome(s)ERM.050.L1.03. Verify the social media record possesses the characteristics of a record: reliability, authenticity, integrity, and usability8 Ensure the social media record has been placed under records management

control.(ERM.010.020 – Records Validation)

● Social media

● Agency systems

● Records management controls applied to social media

9 Ensure the social media represents a full and accurate account of the transaction or activity.(ERM.010.020 – Records Validation)

● Social media content ● Social media is considered reliable

10 Ensure the social media metadata elements are accurate. (ERM.010.020 – Records Validation)

● Social media metadata ● Social media is considered authentic

11 Ensure the social media is complete and unaltered.(ERM.010.020 – Records Validation)

● Social media content

● Social media audit trail

● Social media is considered to have integrity

12 Ensure the social media can be located, retrieved, presented, and interpreted.(ERM.010.020 – Records Validation)

● Agency systems

● Software

● Social media is considered usable

13 Validate the characteristics of the social media and confirm as a record.(ERM.010.020 – Records Validation)

● Social media is reliable

● Social media is authentic

● Social media has integrity

● Social media is usable

● Social media meets the characteristics of a record

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ERM Event Input(s) Output(s) / Outcome(s)ERM.050.L1.04. Analyze social media records to determine retention period based on business value 14 Examine group of records to identify primary business function(s).

(ERM.020.020 – Records Retention)● Agency systems

● Group of records

● Business function of group of records is identified

15 Analyze existing laws and regulations related to group of records to determine business value.(ERM.020.020 – Records Retention)

● Group of records

● Business function

● Related laws and regulations

● Business value of group of records is determined

16 Research existing approved agency records schedules to identify retention periods of similar records.(ERM.020.020 – Records Retention)


● Business value

● Records schedules

● Relevant records retention periods

17 Assign proposed retention period for group of records.(ERM.020.020 – Records Retention)


● Relevant records retention periods

● Business value

● Proposed retention period for group of records

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ERM Event Input(s) Output(s) / Outcome(s)ERM.050.L1.05. Determine which records schedule applies to the social media records18 Examine the current list of groups of records for assignment.

(ERM.010.030 - Records Retention)● List of groups of records ● Appropriate group of

records is identified19 Ensure the appropriate group of records is tied to a records schedule.

(ERM.010.030 - Records Retention)● Identified group of records

● Records schedule

● Group of records is in records schedule

20 Assign the social media record to the appropriate group of records.(ERM.010.030 - Records Retention)


● Group of records in the records schedule

● Social media record is assigned to appropriate group of records

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ERM Event Input(s) Output(s) / Outcome(s)ERM.050.L1.06. Obtain NARA approval of retention period for social media records21 Create description for group of records which includes record type,

purpose, function, and retention period.(ERM.020.020 – Records Retention)

● Record type

● Purpose


● Retention period

● Records description

22 Add description of group of records to the agency records control schedule.(ERM.020.020 – Records Retention)

● Records description ● Agency records control schedule

23 Submit agency records control schedule to NARA for approval.(ERM.020.020 – Records Retention)

● Agency records control schedule

● Agency records control schedule submitted to NARA for approval

24 Receive approval from NARA to assign retention period for group of records.(ERM.020.020 – Records Retention)

● Communication from NARA

● Records retention period is approved

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ERM Event Input(s) Output(s) / Outcome(s)ERM.050.L2.01. Capture permanent social media records from platform25 Review records schedule to identify permanent records on social media

platforms.(ERM.010.030 - Records Retention)

● List of groups of records


● Permanent records identified

26 Capture permanent social media records from platforms to manage in an agency recordkeeping system. (ERM.010.030 - Records Retention)

● Identified group of records


● Permanent social media records captured

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ERM Event Input(s) Output(s) / Outcome(s)ERM.050.L3.01. Capture electronic messages sent or received from personal social media accounts within 20 days 27 Examine the current list of groups of records for assignment.

(ERM.010.030 - Records Retention)● List of groups of records ● Appropriate group of

records is identified28 Ensure the appropriate group of records is tied to a records schedule.

(ERM.010.030 - Records Retention)● Identified group of records


● Group of records is in records schedule

29 Assign the social media record to the appropriate group of records.(ERM.010.030 - Records Retention)


● Group of records in the records schedule

● Social media record is assigned to appropriate group of records

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ERM.060 – Use Case for Social Media Maintenance & Use Enabling Function: Records Maintenance & UseBusiness Scenario(s) Covered

● ERM.060.L1.01. Determine appropriate access level for social media records

● ERM.060.L1.02. Manage the metadata of a social media record throughout the lifecycle

● ERM.060.L1.03. Ensure audit trail of a social media record is available to see what changes have been made to the content, metadata, or access level of the social media record and by whom

● ERM.060.L1.04. Place hold on social media records

● ERM.060.L1.05. Lift hold on social media records identified by scope determination

● ERM.060.L1.06. Identify social media records and respond to satisfy an information request

● ERM.060.L1.07. Export social media records from legacy system

● ERM.060.L2.01. Convert social media records into acceptable formats to protect from technological obsolescenceBusiness Actor(s)Agency personnel, Agency Records Management Staff, Business Process Owner, Information Systems OwnerSynopsisOnce the social media records have been captured or have records management controls applied, the Maintenance & Use phase begins. The first process identifies how to determine the appropriate access level for social media records. This includes reviewing the content of a record or group of records, identifying agency personnel that need access to the record, choosing the appropriate level of access to records based on the nature of the subject, and assigning access levels to records. The next process checks the audit log of records to see if any changes were made and by whom. This process includes searching for the social media, retrieving the audit log, identifying entries in the audit log to investigate, contacting the individual who made those changes, and asking the individual about the circumstances surrounding the changes made to the social media record.

The next process places holds on social media records identified by the scope of a litigation hold. This consists of determining the search terms and other parameters to identify the records to place on hold, searching for the records in all agency systems, identifying the records to place on hold, and placing the identified records on hold to satisfy the litigation hold. Agencies also must be able to lift litigation holds from records.

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The next process starts when an agency receives an information request. Information requests may include litigation, Freedom of Information Act (FOIA), Congressional, or any other type of requests. The agency determines search terms and other parameters, searches for responsive records, and prepares the responsive records to satisfy the information request.

The last two processes detail how agencies protect ongoing access to social media records. The processes outline migrating social media records from one system to another and preventing software or hardware obsolescence.Assumptions and Dependencies

1. All predecessor events required to trigger the Initiating Event have been completed.2. These events can be automated, semi-automated, or be executed manually.3. All the inputs listed in each event have been created or are available for use to execute the events.4. There is a system or repository set up to manage an agency’s electronic records.5. The preparation of records responsive to information requests is addressed in other processes or workflows.

Initiating EventSocial media content has been declared as records and captured or placed under records management control.ERM.060 - SOCIAL MEDIA MAINTENANCE & USE Typical Flow of Events

ERM Event Input(s) Output(s) / Outcome(s)ERM.060.L1.01. Determine appropriate user access level to social media records1 Determine the content of social media records.

(ERM.020.010 – Access Level Management)● Social media records

● Computer software

● Content of social media records determined

2 Identify agency personnel that need access to social media records.(ERM.020.010 – Access Level Management)

● Content of social media records

● List of agency personnel


● List of agency personnel is identified

3 Choose the appropriate access level for agency personnel to social media records.(ERM.020.010 – Access Level Management)

● Identified agency personnel

● List of access levels

● Level of access chosen

4 Assign appropriate access level to social media records.(ERM.020.010 – Access Level Management)

● Agency systems ● Social media records have

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● Social media records

● List of agency personnel

● Chosen access level

appropriate access level assigned

5 Continually review user access levels to social media records and alter as appropriate.(ERM.020.010 – Access Level Management)

● Agency systems

● Access list

● List of personnel

● Identified changes to make to access list

● Access list is altered

● Changes to social media records are saved

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ERM.060 - SOCIAL MEDIA MAINTENANCE & USE

Typical Flow of EventsERM Event Input(s) Output(s) / Outcome(s)

ERM.060.L1.02. Manage the metadata of a social media record throughout the lifecycle6 Ensure initial attribution of metadata at creation or capture of a record

(ERM.020.030 – Records Maintenance)● Agency systems

● social media record

●Capture metadata

7 Ensure metadata accumulates over time and is managed appropriately(ERM.020.030 – Records Maintenance)

● Agency systems

● Metadata

●Metadata documenting provenance captured in agency systems

8Ensure metadata aligns with the metadata schema in place for the records(ERM.020.030 – Records Maintenance)

● Metadata

● Metadata schema

●Metadata captured in agency systems

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ERM.060 - SOCIAL MEDIA MAINTENANCE & USETypical Flow of Events

ERM Event Input(s) Output(s) / Outcome(s)ERM.060.L1.03. Ensure audit trail of a social media record is available to see what changes have been made to the content, metadata, or access level of an social media and by whom9 Search for social media records in agency systems.

(ERM.020.030 – Records Maintenance)● Agency systems ● Identified social media records

10 Retrieve audit trail of identified social media records.(ERM.020.030 – Records Maintenance)

● Agency systems

● Identified social media records

● Audit trail of social media records

11 Identify entries in audit trail to investigate further.(ERM.020.030 – Records Maintenance)

● Agency systems

● Audit trail of social media records

● Entries in audit trail

12 Contact individual who made changes to the identified social media records.(ERM.020.030 – Records Maintenance)

● Individual who altered social media records

● Reason for altering social media records

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ERM Event Input(s) Output(s) / Outcome(s)ERM.060.L1.04. Place hold on social media records identified by scope determination13 Validate search terms and parameters for identifying social media records

to place on hold.(ERM.020.030 – Litigation Hold)

● Litigation hold scope (dates, custodians, and subject/keywords)

● Identified search terms and parameters

14 Search for social media records in agency systems responsive to the litigation hold.(ERM.020.030 – Litigation Hold)

● Search terms and parameters

● Agency systems

● List of electronic records from executed search

15 Identify social media records that meet scope of litigation hold.(ERM.020.030 – Litigation Hold)


● Agency systems

● Social media records are identified to put on hold

16 Place identified social media records on hold in agency systems.(ERM.020.030 – Litigation Hold)

● Identified social media records

● Agency systems

● Identified social media records are placed on hold

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ERM.060 – SOCIAL MEDIA MAINTENANCE & USETypical Flow of Events

ERM Event Input(s) Output(s) / Outcome(s)ERM.060.L1.05. Lift hold on social media records identified by scope determination17 Receive notification of litigation hold lift.

(ERM.020.030 – Litigation Hold)● Notice of litigation hold

lift● Records to have hold lifted

18 Search for identified records placed on hold. (ERM.020.030 – Litigation Hold)


● Agency systems

● Records with litigation hold

19 Lift the hold on identified records in agency systems (ERM.020.030 – Litigation Hold)

● Identified litigation hold records

● Agency systems

● Identified records have hold lifted

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ERM Event Input(s) Output(s) / Outcome(s)ERM.060.L1.06. Identify social media records and respond to satisfy an information request17 Review information request.

(ERM.020.040 - Information Request)● Information request ● Appropriate staff identified

18 Validate search terms and parameters for identifying social media records and search for responsive records.(ERM.020.040 - Information Request)

●Search terms and parameters ● Identified responsive records

19 Prepare responsive records (e.g. export, review, and redact).(ERM.020.040 - Information Request)

● Identified responsive records ● Responsive records prepared

20 Agency responds to information request.(ERM.020.040 - Information Request)

●Redacted (if applicable) results of search

● Contact initial requestor

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ERM Event Input(s) Output(s) / Outcome(s)ERM.060.L1.07. Export social media records from legacy system for migration21 Select social media records with associated metadata for export from

legacy records system.(ERM.020.040 - Information Request)

● Legacy system

● Identified records for export

● Associated metadata

● Record objects selected for export

22 Select appropriate export format from the legacy records system.(ERM.020.040 - Information Request)

● Legacy system

● Format export options

● Record objects selected for export

● Export format selected

23 Identify export location of social media records.(ERM.020.040 - Information Request)

● Legacy system

● Possible export locations

● Export location identified

24 Export executed.(ERM.020.040 - Information Request)

● Legacy system

● Selected export format

● Identified export location

● Record export complete

25Perform technical analysis to ensure all social media, including associated metadata, was exported successfully

● Exported records and associated metadata

● Report of technical analysis

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ERM Event Input(s) Output(s) / Outcome(s)ERM.060.L2.01. Convert social media records into acceptable formats to protect from technological obsolescence1 Assess the formats of social media records for risks of technological

obsolescence. (ERM.020.040 - Information Request)

● Legacy system

● Approved records schedule

● Identified records at risk needed for continued business

● List of formats at risk of technological obsolescence

2 Convert social media records into acceptable formats until their authorized disposition date. (ERM.020.040 - Information Request)

● Identified records needed for continued business

● Acceptable formats

● Agency systems

● Records converted to acceptable formats

3 Perform technical analysis to ensure all information, including associated metadata, was migrated or converted correctly. (ERM.020.040 - Information Request)

● Converted records and associated metadata

● Report of technical analysis

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ERM.070 – Use Case for Social Media Disposal

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Enabling Function: Records DisposalBusiness Scenario(s) Covered

● ERM.070.L1.01. Notify business owners of social media records eligible for disposal

● ERM.070.L1.02. Dispose of approved social media records from agency systems

● ERM.070.L2.01. Extend the retention period of temporary social media records approved for disposal to accommodate an order, law, or business justification

Business Actor(s)Agency Personnel, Business Process Owner, Information System Owner, Agency Records Management Staff, NARA Appraisal ArchivistSynopsisOnce temporary social media records have been managed through the Maintenance & Use phase, they enter the Disposal phase. The first process starts with notifying business owners that social media records are eligible for disposal. This process includes determining which social media records have met their retention period, identifying business owners of social media records eligible for disposal, and notifying the business owners. The next process covers disposing of the social media records from the agency systems. Social media differ from other types of records in that they are not intended to be deleted from the platform on which they were created. This process consists of receiving notification from business owners that social media records are approved for disposal, identifying all approved records that will be disposed, notifying the Agency Records Officer of the records approved for disposal, receiving approval from the Agency Records Officer to proceed with the disposal, and disposing of the approved records from the agency systems. The last process explains how to change the retention period of temporary records to accommodate an order, law, or other business reason. This process consists of receiving a request to change the retention period, searching agency systems for the temporary records, and adjusting the retention period in those systems. Assumptions and Dependencies

1. All predecessor events required to trigger the Initiating Event have been completed.2. These events can be automated, semi-automated, or be executed manually.3. All the inputs listed in each event have been created or are available for use to execute the events.4. There are no legal holds or information requests on social media records eligible for disposal. 5. Disposal in this Use Case covers the agency copy of social media records. The social media records may continue to reside on the third-

party platforms on which they were created or shared. Initiating EventTemporary social media records have met their retention period.ERM.070 - SOCIAL MEDIA DISPOSALTypical Flow of Events

ERM Event Input(s) Output(s) / Outcome(s)

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ERM.070.L1.01. Notify business owners of social media records eligible for disposal1 Determine social media records that have met their retention period and

are eligible for disposal.(ERM.030.020 – Records Disposal Approval)

● Agency systems

● Notification records have met retention period

● Identified social media records eligible for disposal

2 Identify business owners of social media records that are eligible for disposal.(ERM.030.020 – Records Disposal Approval)

● Identified social media records eligible for disposal

● Business owners of social media records

3 Notify business owners of social media records eligible for disposal and request approval.(ERM.030.020 – Records Disposal Approval)

● Business owners of social media records

● Business owners are notified

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ERM.070 - SOCIAL MEDIA DISPOSALTypical Flow of Events

ERM Event Input(s) Output(s) / Outcome(s)ERM.070.L1.02. Dispose of approved social media records from agency systems5 Receive notification from business owners of social media records

approved for disposal.(ERM.030.030 – Records Disposal Action)

● Approval from business owners

● Identified social media records approved for disposal by business owners

6 Identify all approved social media records that will be disposed of from agency systems.(ERM.030.030 – Records Disposal Action)

● Identified records approved for disposal

● All records approved for disposal are identified

7 Notify designated approving officials of social media records approved for disposal.(ERM.030.030 – Records Disposal Action)

● Notification to designated approving officials

● Designated approving officials are notified of records approved for disposal

8 Receive approval from designated approving officials to destroy social media records approved for disposal by business owners.(ERM.030.030 – Records Disposal Action)

● Notification from designated approving officials

● Approval to dispose of records by designated approving officials

9 Dispose of approved social media records from agency systems.(ERM.030.030 – Records Disposal Action)

● Notification from business owners


● All records approved for disposal

● Approved records are disposed of from agency systems

10

Create audit log of disposed records.(ERM.030.030 – Records Disposal Action)

● List of disposed records ● Audit trail of disposed records

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ERM.070 - SOCIAL MEDIA DISPOSALTypical Flow of Events

ERM Event Input(s) Output(s) / Outcome(s)ERM.070.L2.01. Extend the retention period of temporary social media records approved for disposal to accommodate an order, law, or business justification 1 Receive notification to extend the retention of temporary social media

records.(ERM.030.030 – Records Disposal Action)

● Notification to extend retention

● Agency records officer is notified to extend retention

2 Search for temporary social media records in agency systems that need retention period extension.(ERM.030.030 – Records Disposal Action)

● Agency systems

● Search parameters

● Identified temporary records from search

3 Update retention period for temporary records.(ERM.030.030 – Records Disposal Action)

● Identified temporary records

● Agency systems

● Temporary records with extended retention periods

4 Notify business owners that retention period has been extended.(ERM.030.030 – Records Disposal Action)

● Notification to business owners

● Business owners are notified

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ERM.080 – Use Case for Social Media TransferEnabling Function: Records TransferBusiness Scenario(s) Covered

● ERM.080.L1.01. Approve transfer of permanent social media records to NARA

● ERM.080.L1.02. Prepare social media records for transfer to NARA

● ERM.080.L1.03. Transfer legal custody of social media records from agency to NARA

● ERM.080.L2.01. Extend the time frame for which an agency retains legal custody of permanent social media records to accommodate the order, law, or business justification

Business Actor(s)Agency Personnel, Business Process Owners of records, Information System Owner, Agency Records Management Staff, NARA Accessioning ArchivistsSynopsisOnce social media records are deemed to have historical value, they are marked permanent and kept by the agency for a period specified in the agency records schedule. Once permanent social media have met their retention period, the social media records enter the transfer phase. The permanent social media records must first be approved to be transferred to NARA; this includes identifying permanent social media records, notifying business owners of permanent social media records eligible for transfer, receiving approval from business owners, notifying the Agency Records Officer (ARO) of permanent social media records eligible for transfer, and receiving approval from the ARO to proceed with the transfer. The social media records must then be transferred to NARA; this process consists of identifying approved social media records for transfer, ensuring the records are in approved formats, exporting the records from agency systems, creating transfer documentation to accompany the transfer to NARA, and transferring the social media records and documentation to NARA. Lastly, the agency must dispose of the copies of transferred social media records once NARA confirms receipt. The agency must identify and locate copies of social media records, and then dispose of them from their systems. The agency may need to extend the time frame for which they retain legal custody of permanent records to accommodate an order, law, or business justification.Assumptions and Dependencies

1. All predecessor events required to trigger the Initiating Event have been completed.2. These events can be automated, semi-automated, or executed manually.3. All the inputs listed in each event have been created or are available for use to execute the events.4. There is a system or repository set up to manage an agency’s electronic records.5. Agency transfer documentation includes all metadata required by NARA at the time of transfer.

Initiating EventPermanent social media records have met their retention period.

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ERM.080 - SOCIAL MEDIA TRANSFERTypical Flow of Events

ERM Event Input(s) Output(s) / Outcome(s)ERM.080.L1.01. Approve transfer of permanent social media records to NARA1 Identify permanent social media records to be transferred to NARA.

(ERM.040.010 – Records Transfer Eligibility)● Agency records schedule ● Identified permanent social

media records to transfer2 Notify business owners of permanent social media records to be

transferred to NARA.(ERM.040.010 – Records Transfer Eligibility)

● Notification to business owners

● Business owners are notified of permanent records for transfer

3 Receive approval from business owners to transfer permanent social media records to NARA.(ERM.040.010 – Records Transfer Eligibility)

● Notification from business owners

● Permanent social media records approved for transfer by business owners

4 Notify approving official of permanent social media records to be transferred to NARA.(ERM.040.010 – Records Transfer Eligibility)

● Notification to approving official

● Approving official is notified of permanent social media records for transfer

5 Receive approval from approving official to transfer permanent social media records to NARA.(ERM.040.010 – Records Transfer Eligibility)

● Notification from approving official

● Permanent social media records are approved for transfer by approving official

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ERM Event Input(s) Output(s) / Outcome(s)ERM.080.L1.02. Prepare social media records for transfer to NARA6 Identify approved permanent social media records to be transferred to

NARA.(ERM.040.020 – Records Transfer Action)

● Agency systems ● Identified permanent social media records

7 Ensure permanent social media records are in approved formats for transfer to NARA.(ERM.040.020 – Records Transfer Action)

● NARA transfer guidance ● Permanent social media records are in approved formats

8 Export permanent social media records from agency systems with associated metadata.(ERM.040.020 – Records Transfer Action)

● Agency systems

● Permanent social media records

● Permanent social media records are exported from agency systems

9 Create transfer documentation, including associated metadata, to accompany permanent social media records to NARA.(ERM.040.020 – Records Transfer Action)

● NARA transfer guidance ● Transfer documentation

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ERM Event Input(s) Output(s) / Outcome(s)ERM.080.L1.03. Transfer legal custody of social media records from agency to NARA10 Transfer permanent social media records and accompanying

documentation to NARA.(ERM.040.020 – Records Transfer Action)

● Exported permanent social media records

● Transfer documentation

● Permanent social media records are transferred to NARA

11 Receive notification from NARA that permanent social media records have been received and legal custody has been transferred to NARA.(ERM.040.030 – Records Transfer Completion)

● Receipt from NARA that legal custody of permanent social media records has been accepted

● Legal custody of permanent social media records is transferred to NARA

12 Identify and locate all copies of permanent social media records that were transferred to NARA.(ERM.040.030 – Records Transfer Completion)

● Agency systems ● All copies of permanent social media records are located

13 Obtain approval from designated approving officials for disposal of agency copy of records based on current business needs and priorities, including any legal holds. (ERM.040.030 – Records Transfer Completion)


● Concurrence from designated approving officials

14 Dispose of copies of permanent social media records that were transferred to NARA. (ERM.040.030 – Records Transfer Completion)

● Agency systems ● All copies of permanent social media records are disposed

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ERM Event Input(s) Output(s) / Outcome(s)ERM.080.L2.01 Extend the time frame for which an agency retains legal custody of permanent social media records to accommodate an order, law, or business justification1 Receive notification of order, law, or business justification to retain

permanent social media records past their disposition date.(ERM.040.040 - Permanent Records Retention Period Extension)

● Notification from business owner or ARO

● Change retention period in agency systems

2 Notify NARA in writing of need to retain social media records past their disposition date.(ERM.040.040 - Permanent Records Retention Period Extension)

● Notification from ARO ● Notification to NARA

3 Receive written approval from NARA to retain social media records past their disposition date

● Notification to NARA ● Approval from NARA

4 Extend the retention of legal custody for permanent social media records.(ERM.040.040 - Permanent Records Retention Period Extension)

● Extended retention updated in agency systems

● Retention period changed

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64

Documents

Introduction - Records Express – The Blog of the … · Web viewMany social media platforms have the capability to send and receive private electronic messages, such as Twitter